_URFP_DOC-27-023_Janitorial Services_P&PD 5 (Gloucester).pdf

URFP DOC-27-023 Janitorial Services Probation & Parole District# 5 (Gloucester)

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CORRECTIONS

PROCUREMENT AND RISK MANAGEMENT

6900 ATMORE DRIVE

RICHMOND, VIRGINIA 23225

UNSEALED REQUEST FOR PROPOSALS

Solicitation Number: DOC-27-023

Issue Date: September 14, 2026

Title: Janitorial Services Probation & Parole District# 5 (Gloucester)

Commodity Codes:

Issuing Agency: Commonwealth of Virginia Department of Corrections Procurement and Risk Management 6900 Atmore Drive Richmond, Virginia 23225

Using Agency: Department of Corrections

The purpose of this Unsealed Request for Proposal (URFP) is to solicit unsealed proposals to establish a contract through competitive negotiation for the purchase of janitorial services at Probation and Parole District# 5 (Gloucester), hereinafter referred to as the “Purchasing Agency”, “Agency”, or “DOC”.

The initial term of the contract will be for one (1) year from date of contract execution; however, the contract may be renewed (providing satisfactory contract performance) in accordance with RFP Section XII, Paragraph E.

Proposals will be received until September 28, 2026, at 5:00p.m. ET for furnishing the services described herein.

All proposals received after the appointed date and hour for receipt will not be considered for an award.

Proposals and required attachments must be submitted electronically in eVA (https://eva.virginia.gov/), the Commonwealth’s e-procurement solution.

Faxed, mailed, emailed, express mail, or oral proposals will not be accepted.

All inquiries for information should be directed to Chastity Johnson, Buyer Specialist, at (804) 887-8136 or Chastity.Johnson@vadoc.virginia.gov.

NIGP Code Description 91039 Janitorial/Custodial Services 95863 Janitorial Management Services 91003 Building Cleaning, Exterior 91009 Carpet Cleaning, Dyeing, Installation and Repair 96221 Cleaning Services, Steam and Pressure

* NIGP: National Institute of Governmental Purchasing / The Institute for Public Procurement [https://eva.virginia.gov/ > Resources > NIGP Code Look Up] mailto:Chastity.Johnson@vadoc.virginia.gov

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

TABLE OF CONTENTS

Section Title Page Number(s)

I. PURPOSE PAGE 4

II. STATEMENT OF NEEDS PAGE 4

III. SCOPE OF WORK

PAGES 4 - 22

IV. REPORTING AND DELIVERABLES PAGE 22

V. MANDATORY SITE VISIT

VI. PRICING SCHEDULE PAGE 23

VII. CONTRACTOR QUALIFICATIONS PAGE 23

VIII. PROPOSAL SUBMISSION INSTRUCTIONS PAGES 24 - 27

IX. EVALUATION CRITERIA, METHOD AND NEGOTIATION PAGES 27 - 28

X. NEGOTIATIONS AND AWARD PAGE 28

XI. GENERAL TERMS AND CONDITIONS PAGES 28 - 36

XII. SPECIAL TERMS AND CONDITIONS PAGES 36 - 39

XIII. ATTACHMENTS PAGES 39 - 58

I. PURPOSE: The purpose of this Unsealed Request for Proposal (URFP) is to solicit unsealed proposals to establish a contract through competitive negotiation for the purchase of janitorial services at Probation and Parole District# 5 (Gloucester) hereinafter referred to as the “Purchasing Agency”, “Agency”, or “DOC”.

Vendors must submit a Proposal with their bid that meets the requirements of Section VIII and all other applicable sections of this RFP.

Unsealed Best Value Acquisition procurement procedures are being used. See Section IX for the Evaluation Criteria Method, and Negotiation. See Section X for Award information.

Note: This is not a “Low Bid” method of award.

II. STATEMENT OF NEEDS: The Department of Corrections (DOC) requires an experienced and reputable company with a high degree of attention to detail and established quality assurance processes and procedures, to provide comprehensive janitorial services at Probation and Parole District# 5 (Gloucester). Janitorial services are inclusive of any area within the district building(s) and property located at:

Probation and Parole District# 5 6270 Professional Drive Gloucester, VA 23061

The office space consists of approximately 3,000 square feet including:

three (3) restrooms, twelve (12) rooms, one (1) kitchenette, one (1) main lobby [reception area], one (1) conference room, and one (1) janitorial closet.

The contract period will be for one (1) year from the date of contract execution, and renewable in accordance with Section XII, Paragraph E.

III. SCOPE OF WORK:

A. GENERAL REQUIREMENTS AND INFORMATION:

1. DOC Furnished Supplies - The Purchasing Agency will provide the following Virginia Distribution Center (VDC) available related janitorial services products: paper towels, paper napkins, refuse can liners, paper shredder bags, toilet tissue, toilet seat covers, feminine protection/hygiene products, sanitary napkin receptable liners, hand soap, hand sanitizer, disinfectant spray, disinfectant wipes, waste receptables, and disposable gloves (latex, nitrile).

In the event that VDC discontinues / no longer has a janitorial services related product (or a comparable replacement), the Contractor shall be responsible for providing the janitorial service product(s) to meet the Statement of Needs and Scope of Work. The Contractor shall ensure that all supplies are promptly restocked in the needed locations [i.e. toilet paper, hand soap, and paper towels are fully stocked / placed in appropriate dispenser(s) in the restrooms]. DOC facility storage limitations for janitorial services will also be taken into consideration.

For any supplies provided by the DOC, the Contractor shall notify the Contract Administrator (or designee) in advance to having low stock levels to allow DOC time to order and receive the needed supplies. The Contract Administrator (or designee) may set a pre-determined stock level(s) and timeframe(s) for notification by the Contractor.

2. Contractor Furnished Equipment and/or Supplies - The Contractor shall not utilize any products, supplies, or equipment capable of causing damage, degradation, or injury to any surface to which they are applied or otherwise exposed. The Contractor shall (at its sole cost and expense) promptly repair, restore, or replace any DOC real or personal property—including but not limited to equipment, facilities, furniture, and flooring—damaged, destroyed, or defaced by the Contractor, its employees, personnel, or subcontractors during the performance of the contract. All restoration work shall equal or exceed the condition and quality of the DOC property immediately prior to the occurrence of the damage, and shall be subject to the final inspection and written approval of the Contract Administrator or designee).

a. Equipment - The Contractor shall (at its sole cost and expense) furnish all equipment necessary to perform the services detailed herein, including commercial janitorial carts, floor care machines, heavy-duty vacuums, and professional carpet extraction systems. All equipment utilized must be maintained in optimal operating condition, provided in sufficient quantities to ensure uninterrupted service across all DOC facility square footage and diverse surface types, and remain continuously accessible to Contractor personnel. Vacuums and applicable filtration equipment must be equipped with High-Efficiency Particulate Air (HEPA) filters. Furthermore, all cleaning chemicals and chemical compounds used on-site must strictly comply with, or exceed, all applicable Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), and relevant federal, state, and local regulatory standards.

b. Supplies - All supplies furnished by the Contractor shall be subject to inspection and written approval by the Contract Administrator (or designee) prior to use. The Contractor shall continuously maintain an adequate inventory of approved supplies on-site at the DOC location(s) to prevent out-of-stock occurrences and ensure uninterrupted services. Such supplies must remain fully accessible to Contractor personnel at all times for the performance of the required services.

Excluding any supplies provided by the Purchasing Agency, the Contractor shall provide all supplies, including but not limited to the following:

• Mops, Mop Heads, and Mop buckets

• Brooms and Dustpans

• Treated Dust Mops

• Dusters

• Cleaning Cloths, Scrub Pads and Sponges

• Spray bottles

• Carpet Cleaner (use Green products, if available)

• Germicidal Cleaner (use Green products, if available)

• Window / Glass Cleaner (use Green products, if available)

• Floor Care Products (use Green products, if available)

• Bleach

• All Other Chemicals (use Green products, if available)

3. Daily Log / Checklist - The Contractor shall perform the task for each area or item in the frequencies specified herein. A listing of standards, level of service and frequencies is included under Section III. The Contractor shall utilize the provided Daily Log / Checklist form (Attachment F) to maintain a detailed, legible record of all tasks performed in strict accordance with the required service hours. Each entry must include the precise start and end times, as well as the legible initials or signature of the performing personnel. A completed copy of the Daily Log / Checklist form (Attachment F) must be submitted to the Contract Administrator (or their designated representative) on the same day the respective services are rendered.

4. Meetings (as needed) - The Contractor shall be available, upon request by the DOC, to review contractual requirements and quality control issues. If, in the DOC’s sole discretion, quality control or other performance deficiencies are not being adequately remediated, the Contractor shall be required to attend weekly, on-site meetings at the designated DOC location(s) with the Contract Administrator (or designee).

These mandatory weekly meetings shall continue until the Contract Administrator (or designee) determines that all performance issues have been fully resolved to the DOC’s satisfaction. The assigned personnel cleaning the building(s) daily shall not attend the meetings unless requested to by the Contract Administrator (or designee).

5. Phone Calls and Emails - The Contractor shall respond to all phone calls and emails within twenty-four

(24) hours of receiving a notification from the Contract Administrator (or designee). If a full resolution cannot be provided within twenty-four (24) hours, the Contractor should send the Contract Administrator (or designee) an acknowledgment email detailing the steps being taken and an estimated time of completion. For notifications received on a Friday or the day before a Virginia State holiday [reference Section III, Paragraph B.8], the Contractor must respond by the same hour on the next business day.

a. Emergency Exceptions: Urgent notifications designated as an emergency by the Contract

Administrator (or designee) may require a response from the Contractor within two (2) hours [reference Section III, Paragraph B.6].

6. Contractor Work Plan - Within five (5) business days of contract award, the Contractor shall submit a comprehensive operations plan to the Contract Administrator (or designee) that includes the following information:

a. Supervision Personnel: The name, address, and telephone number of the supervisor responsible for overseeing assigned personnel and ensuring compliance with performance standards.

b. Assigned Personnel: The name, address, and telephone number of all personnel and alternates assigned to the district(s). The Contractor must obtain prior approval from the Contract Administrator (or designee) before granting building access to any unlisted individuals.

c. Contact Details for Weekly Meetings: The name, address, and telephone number of the individual designated to meet weekly with the Contract Administrator (or designee) upon request.

This individual will receive formal notices regarding major operational discrepancies and is responsible for implementing immediate corrective actions.

d. Cleaning Schedule: A detailed schedule of all cleaning operations, specifically detailing the dates for non-weekly services (including Initial Deep Cleaning, Semi-Annual, and Annual) to be performed throughout the contract term.

7. Contractor Staffing (Levels, Wages, Hiring, Location Proximity, Language, and Apparel) –

a. Personnel levels will be agreed upon by both the Contractor Administrator (or designee) and the Contractor during the Contract kick-off meeting, which must occur prior to the contract start date of the contract. Any subsequent changes to these agreed-upon staffing levels shall require the prior written approval of the Contract Administrator (or designee) before such changes may take effect.

b. The Contractor should provide a sufficient number of personnel to perform the services. Absences of contractor’s personnel shall not relieve the Contractor from their obligation to meet the contract requirements. When absences occur, the Contractor, if necessary, shall assign personnel to work overtime to compensate for the workforce shortfall to complete the work. In such cases, the Contractor shall be responsible for any additional costs (the DOC will not reimburse the Contractor).

c. The Contractor should provide competitive wages to minimize personnel turnover and attract highly qualified staff. Throughout the contract term, the wage rate for janitors / custodians must be maintained at a level not lower than the prevailing minimum wage. In the event that the applicable minimum wage is increased by law, the Contractor shall be permitted an equitable contract adjustment to compensate strictly for the documented increase in direct labor costs.

d. In the event the Contractor proposes to employ ex-inmates, it shall be at the sole discretion of the

DOC to determine whether such individuals may provide services under this Contract. In making this determination, the DOC may consider factors including, but not limited to, the nature of the offense, the facility where the individual was incarcerated (including any jail, prison, or DOC institution), and the length of time since completion of the sentence or related obligations. The Contractor shall notify the Contract Administrator (or designee) within twenty-four (24) hours of any charges and/or convictions involving Contractor-employed ex-inmates.

e. Contractor personnel shall possess Full Professional Proficiency in the English language, both verbally and in writing, in accordance with the Interagency Language Roundtable (ILR) Level 4 standards. Contractor personnel must demonstrate the ability to use English fluently, accurately, and effectively for all professional and contractual needs, ensuring they can be fully and easily understood.

f. The Contractor should assign janitorial personnel who are in close geographic proximity (sixty

[60]-mile radius or less) to the Probation and Parole District# 5 (Gloucester) to effectively service the districts.

g. Contractor personnel shall wear proper, safe, and neat-looking clothing, with smock (optional), and footwear furnished by the contractor and/or their personnel while working on the DOC premises.

8. Subcontracting - No portion of the work shall be subcontracted without the prior written consent of the Purchasing Agency. Approval of any subcontractor(s) is at the sole discretion of the Purchasing Agency.

If the Contractor proposes to subcontract any portion of the work described herein, the Contractor shall provide the Purchasing Agency with information including, but not limited to, the names, qualifications, and relevant experience of the proposed subcontractor(s). Any proposed subcontractor(s) shall be subject to DOC security background checks, including completion of the Authority for Release of Information form (Attachment C) and any other required security procedures / regulations (reference Section III Paragraph B.1). The Contractor shall remain fully responsible and liable for all work performed by its subcontractor(s) and shall ensure full compliance with all Contract requirements. Failure to comply with these provisions may result in termination of the Contract.

9. Conduct of Contractor Personnel –

a. The Contractor shall be responsible for monitoring personnel conduct, for assuring that its personnel are not boisterous or rude, and assuring that they are not engaging in any destructive or criminal activity. The Contractor is also responsible for assuring that its personnel do not disturb papers on desks, open desk drawers, cabinets, briefcases, or use state phones, except as authorized. The Contractor and its personnel shall conduct themselves in a professional manner and not read newspapers, books, or similar items while at the job site. In addition, the Contractor’s personnel shall not fraternize with Purchasing Agency’s personnel while at the job site.

b. The Contract Administrator (or designee) reserves the right to request the removal of any of the

Contractor's personnel from the building(s) at any time. Such requests will be made to the Contractor’s supervisory personnel.

c. At no time should the Contract Administrator (or designee) assume the role of the supervisor of the

Contractor's personnel. Should the Contract Administrator (or designee) observe any action by the Contractor's personnel that requires correction, they should immediately report the action to the Contractor's supervisor, who in turn should take immediate corrective measures. If there is immediate risk for the safety and security of a DOC employee(s), the Contract Administrator (or designee) can take action to remove Contractor personnel from State property. The Contract Administrator (or designee) will make a written report of any occurrence of misconduct by the Contractor's personnel to the Contractor within twenty-four (24) hours of such an occurrence.

d. It is agreed that any of the following actions by the Contractor's personnel may be cause for removal.

These include but are not limited to:

i. Personnel in any portion of the building in which their presence is not required to perform their work duties.

ii. Falsification of time records. Employees must accurately record the actual hours they are physically present at the DOC facilities.

iii. Using any DOC telephone without the express permission of the Contract Administrator (or designee) and/or making long-distance calls at the Commonwealth’s expense.

iv. Access to secure offices is strictly prohibited unless explicitly authorized or instructed.

v. Using any DOC equipment or materials unless approved by the Contract Administrator (or designee).

vi. Unauthorized removal or misappropriation of DOC property or personal belongings of the DOC personnel.

vii. Accessing or opening any drawers, cabinets, or files. Reading, moving, or removing any documents or letters is strictly prohibited

viii. Engaging in any loud, disruptive, or unprofessional behavior.

ix. Eating, drinking, and smoking in any area of the building other than the designated area(s).

e. The Contractor shall keep a detailed timecard for personnel, to be submitted to the Purchasing Agency with each monthly invoice and upon request by the Contract Administrator (or designee).

f. Do not park any vehicles in disabled parking spaces unless vehicle properly displays a disabled placards (hangtags) or license plate.

g. Do not park any vehicles in designated or numbered parking spaces unless prior authorization is given by the Contract Administrator (or designee).

h. Any and/or all items that enter or exit the building(s) are subject to search by Security Personnel.

10. Performance Standards –

a. The Contractor shall provide a level of cleaning that meets or exceeds standards defined by the Building Service Contractors Association (BSCA) for “adequate” cleaning. “Adequate” shall be defined as a cleaning standard that will provide neither serious nor repeated criticism by the DOC.

b. All services shall be performed with the utmost regard for safety, as well as the protection of property.

c. All work shall be performed in an efficient, workmanlike manner and shall meet the highest standards for the janitorial services being performed.

d. The DOC building(s) shall be maintained in a manner that ensures a clean appearance. For the purposes of this contract “clean” is defined as follows: the absence of litter, bugs, cloudy film, cobwebs, coffee grounds, debris, dirt, dust, discarded materials, encrustation, fingerprints, graffiti, grease, grime, gum, ink, litter, marks, mold, odors, oil, pieces of paper, rust, scale, scum, smudges, spillage, spots, stains, watermarks, tape, tar, trash, residue, or any other extraneous matter on all surfaces or objects in order to present a lustrous appearance, as applicable, and an overall appearance of cleanliness.

e. Throughout the entire duration of the contract, the Contractor’s management and supervisory staff shall continually devote time and attention to this contract in order to self-manage, self-police, self-inspect and self-report their contract performance.

f. For purposes of this contract, the following is the definition of being “self-managed”: the DOC requires that the Contractor take initiative and be proactive about managing their own performance and ensuring their own compliance with the contract requirements. The Contractor shall not have to be reminded or prompted by the Contract Administrator (or designee) to perform any of the contract requirements. The DOC expects the Contractor’s management and supervisory staff, as well as the janitorial personnel, to:

i. Be completely familiar with the contract tasks (what needs to be done).

ii. Be completely familiar with the contract task frequencies (when it needs to be done).

iii. Properly perform all the contract tasks when they are due.

g. Throughout the duration of the contract, the Contractor must demonstrate an ongoing commitment to thoroughness and performance excellence in all aspects of their contract performance. To accomplish this, the Contractor’s management and supervisory staff shall continuously:

i. Implement established management controls alongside proven quality control procedures and techniques.

ii. Prioritize daily tasks and allocate time efficiently to maintain high productivity.

iii. Communicate proactively and consistently.

iv. Coordinate with the Contract Administrator (or designee) to schedule in-person facility inspections.

v. Plan all periodic services—including Semi-Annual, Annual, and Additional Janitorial tasks—in advance with the Contract Administrator (or designee) and strictly adhere to the agreed-upon schedule.

vi. Prepare and submit comprehensive, accurate, and complete logs, reports, and other required documentation to the Contract Administrator (or designee).

vii. Maintain rigorous attention to detail to ensure full compliance with all contract requirements.

11. Quality Control (Inspection, Reporting, & Corrective Action) –

a. The Contractor is responsible for quality control and evaluation of the district’s property in a self-policing manner. The Contractor’s Owner (or Manager) shall periodically inspect the entire district office not less than once monthly, to ensure quality workmanship and compliance with the contract.

This inspection must be conducted with the Contract Administrator (or designee) in attendance. The Contractor shall be responsible for scheduling this inspection in advance with the Contract Administrator (or designee). This procedure will provide both the Contract Administrator (or designee) and the Contractor with the opportunity to note discrepancies and complaints, plan for correction of deficiencies in the work, and establish a mutually beneficial working relationship. The assigned personnel cleaning the building(s) daily shall not attend the meetings unless otherwise requested to do so by the Contract Administrator (or designee). Reference Section III Paragraph A.4.

b. The Contractor shall submit a detailed, written, monthly inspection report (of the Contractors own design) that includes at a minimum: the tasks listed in the Scope of Work, a comment area for each task, date and time of inspection, and signature of the inspector. This monthly inspection report shall be given to the Contract Administrator (or designee) on the date of inspection.

c. The Contractor shall take immediate corrective action [within five (5) calendar days] on any discrepancies noted and promptly notify the Contractor by the Contract Administrator (or designee).

The information shall also be included in the monthly inspection report. Such corrective action shall be at no additional cost to the DOC. Contract discrepancies impacting safety and/or security shall be corrected by the Contractor within one (1) hour of notification by the Contract Administrator (or designee).

12. On-site Janitorial Storage - The DOC will supply reasonable and suitable on-site janitorial storage space for such cleaning equipment and materials as deemed necessary for the performance of the Contract.

Storage space may be limited and only those areas designated by the Contract Administrator (or designee) shall be used for equipment and supplies storage. The Contractor shall immediately notify the Contract Administrator (or designee) of any access and/or safety concerns related to the janitorial storage area(s).

The Contractor should review the area(s) designated for janitorial storage during the site visit (reference Section V) . The janitorial storage area(s) shall be kept clean, well-organized, free of standing water, and in compliance with all federal and state government fire, health, and safety regulations. The Contractor shall adhere to the Contract Administrator (or designee) instructions regarding security requirements and ensure that only authorized personnel have access. The door to the janitorial storage area(s) shall be secured at all times.

The Contractor shall meet the following requirements:

a. For any supplies provided by the DOC, the Contractor shall must monitor inventory closely and notify the Contract Administrator (or designee) proactively, before inventory reaches low stock levels, so that the DOC has sufficient time to order, receive, and restock the necessary supplies.

b. A checklist of tasks to be performed shall be posted in the janitorial storage area(s) and readily accessible on all cleaning carts used within the facility.

c. Safety Data Sheets (SDSs) for all products to be used under this Contract shall be supplied and maintained in the janitorial storage area(s).

d. All chemical bottles / containers must be securely closed when not in use. All chemical bottles

/ containers shall be clearly labeled as to their contents to ensure safety, prevent accidents, and avoid the generation of unknown substances. The original manufacturer's label must never be altered or removed. If the original manufacture label begins to peel or is damaged, it must be retaped (tape shall not prevent visibility of label) or replaced with a new, legible label. If a chemical is transferred from its original manufacturer container into a different bottle / container for storage or mixing, the new bottle / container must be labeled with at minimum information to include the full chemical name, hazard warning(s), and any related additional details (i.e. concentration ratio), the date the chemical was transferred, and the legible initials of the person who transferred it. Discard and properly dispose of any expired, degraded, or contaminated chemicals and supplies in accordance to all applicable federal, state, and local safety regulations.

e. All equipment shall be cleaned and dried prior to returning to the janitorial storage area(s).

Wet items shall not be left with in the designated janitorial storage area(s).

f. Soiled cloths must be cleaned and sanitized [do not use fabric softeners – as they can cause a waxy buildup] while maintaining a strict color-coding system to prevent cross-contamination (e.g., yellow for restrooms or purple for general surfaces) and dried before determining if the cloth(s) are still in good condition (e.g. not showing visible signs of wear) for re-use and storage.

g. Soiled wet mop heads shall be rinsed and decontaminated, washed, sanitized, and excess moisture wrong out before hanging mop heads upside down to dry in the janitorial storage area - to prevent the growth/spread of bacteria, mold, and/or foul odors.

h. Mop buckets shall be washed, sanitized, and dried before placing them in storage area. No standing water shall be left in the mop bucket - to prevent the growth/spread of bacteria, mold, and/or foul odors.

i. Follow FIFO (First In, First Out): organize and use cleaning supplies, chemicals, and paper products by expiration date, prioritizing older stock over new inventory.

j. All cardboard boxes, packaging, and general refuse shall be removed from janitorial storage area(s) and disposed of in accordance to all applicable federal, state, and local regulations in designated collections bins.

k. Check that a neutralizing spill kit, absorbent pads, and Personal Protective Equipment (PPE)

[i.e. gloves, goggles, mask] are fully stocked and accessible at all times.

l. "Wet Floor" caution cones and signs shall be available for use and kept in good condition.

Regularly inspect for signs of wear and tear (e.g. unreadable text, broken structure, fading color, instability).

B. SPECIFIC REQUIREMENTS AND INFORMATION:

1. Background Investigations and Security - The Contractor shall strictly comply with all DOC and P&P District security and training requirements prior to commencing any work on the Contract and throughout its duration. Violation of any security and/or training related requirement(s) may result in the immediate termination of the Contract for default.

a. Authority for Release of Information form(s) (Attachment C) - Before the contract begins, the Contractor shall submit the Authority for Release of Information form(s) (Attachment C) to the Contract Administrator (or designee) for all Owner(s) and personnel that will perform the services. All required Authority for Release of Information form(s) (Attachment C) must be received, reviewed, and approved by the DOC before any Contractor personnel can begin providing services at DOC. The DOC utilizes the Authority for Release of Information form

(Attachment C) for criminal background checks. This process ensures that no assigned Contractor personnel have felony, larceny, or other disqualifying convictions (in DOC’s sole discretion) that would prohibit them from providing services. The Contractor shall maintain up-to-date Authority for Release of Information forms (Attachment C). Whenever there is a change in personnel assigned, prior to beginning services, the Contractor must promptly submit new forms to the Contract Administrator (or designee) for DOC review and approval. The Contractor shall not allow any unapproved personnel into DOC facilities. To ensure compliance, the DOC also utilizes audio and video surveillance systems to detect and prevent unauthorized access.

***Due to the confidential information that is required, do not submit the Authority for Release of Information form (Attachment C) unless requested by the DOC.***

b. Background Investigations: Pursuant to § 15.2-1503.1 of the Code of Virginia, the DOC Human

Resources Operating Procedure 102.3 (Background Investigation Program), and the DOC Human Resources Operating Procedure 102.7 (Employee Records), as amended or superseded, the DOC may require partial or limited background investigations for Contractor personnel assigned to this Contract. The P&P District will determine which type of background investigation(s) [partial or limited] is required based on their security requirements. The Contractor shall be responsible for all costs associated with background investigations for its employees. Fees are assessed on a per-investigation basis, at a rate of $90.00 USD for a partial background check and $50.00 USD for a limited background check and will be invoiced by the DOC Accounts Receivable. Each Contractor employee performing services on DOC property must complete the Authority for Release of Information form (Attachment C) and receive DOC approval prior to beginning work. The Contractor shall also permit the DOC Background Investigation Unit and the P&P access to review applicable personnel and employment records as part of the screening process. Award of the Contract may be contingent upon the Contractor and/or its employees receiving a favorable background investigation report. The DOC may, at any time and on an ongoing basis, require updated VCIN (Virginia Criminal Information Network) reports and/or background reviews.

If derogatory information is identified during any background investigation, the DOC may require the reassignment of the affected Contractor employee(s) and immediate replacement of new employee(s) by the Contractor or the DOC may terminate the Contract immediately upon verbal or written notice to the Contractor. DOC will not be held responsible for any cost incurred by the Contractor due to employee(s) unfavorable background investigation and any required changes in Contractor personnel.

The Contractor shall notify the Contract Administrator (or designee) within twenty-four (24) hours of any occurrence involving Contractor employee(s) assigned to provide services to the DOC, including but not limited to the following, if an employee:

i. is charged with a criminal offense, whether on or off duty

ii. is convicted of any criminal offense

iii. receives an administrative suspension, censure, or has a required license, certification, or professional membership revoked, suspended, or not renewed under the terms of this Contract

In the event of any Contractor personnel turnover or reassignment, the Contractor shall immediately notify the Contract Administrator (or designee). The Contractor must then submit all required security forms, including but not limited to the Authority for Release of Information form (Attachment C), and comply fully with all DOC security requirements. Contractor personnel shall not begin services on DOC property without receiving prior written approval from the Contract Administrator (or designee). The Contract Administrator (or designee) may remove any Contractor personnel who, in their sole judgment, may pose a health or safety risk to DOC personnel, facility security.

c. Security Rules and Regulations form (Attachment E) - The Contractor shall review, sign, and submit the Security Rules and Regulations form (Attachment E) with their Proposal. The DOC reserves the right to revise or supersede these rules based on updated directives, procedures, or specific DOC facility requirements. Notice of such changes will be promptly communicated to the Contractor by the Contract Administrator (or designee), and immediate compliance will be required.

d. Building Security (Access Keys/Fobs and Securing) - The Contractor may be provided two (2) sets of keys and/or electronic key fob(s) to the building(s) and the security code for the alarm system by the Contract Administrator (or designee). The Contractor must immediately report any actual or suspected breach of building security to the Contract Administrator (or designee).

i. Should the Contractor change personnel assigned to service the building more than three (3) times during the annual contract period, the Contractor shall reimburse the DOC for the expenses to change the locks and program key fob(s) to the building(s). This cost should not exceed $350.00 per change.

ii. The Contractor’s personnel must be vigilant about properly deactivating and activating the alarm systems when entering and leaving the building(s). The Contractor’s personnel must be fully trained by the Contractor on the operation of the alarm system to avoid setting off false alarms. The Contractor shall promptly reimburse DOC for the actual cost of all false alarm fees charged by local police departments and the security service provider.

iii. The Contractor shall immediately notify the Contract Administrator (or designee) when personnel are terminated for any reason (voluntary or involuntary) so that the DOC can deactivate the building access code(s) and conduct any other related security protocols.

iv. The Contractor shall properly secure the building as outlined below and comply with all security requirements. This includes, but is not limited to:

• Securing all internal and external doors, vestibules, secure work areas, windows, vents, or similar areas.

• All exterior doors must always remain locked while the Contractor is onsite. If the Contractor needs to exit the building for any reason, such as to go to the dumpster, the building must be locked upon exit, then unlocked for reentry, and re-locked after re-entry.

• The Contractor shall fully train all personnel on the proper building entrance and exit procedures, including operation of the security alarm and doors.

2. Training – The Contractor shall complete all DOC required training including but not limited to:

a. Sexual Harassment Training (Attachment D) – The Contractor shall ensure annual sexual harassment training regarding the DOC’s sexual harassment policy is provided to all Contractor supervisors and personnel assigned to the Commonwealth. The completed Attachment D form must be submitted with the Contractor's Proposal.

b. Prison Rape Elimination Act (PREA) - Contractors and their employees providing services to the DOC who have any level of interaction or potential interaction with inmates shall review Prison Rape Elimination Act (PREA) information, including but not limited to the DOC PREA website (https://vadoc.virginia.gov/inmates-and-probationers/prison-rape-elimination-act/) and the PREA Resource Center Federal Register website (prearesourcecenter.org/). Contractors and their employees shall complete PREA training at the DOC location where services are performed, which includes instruction on the DOC’s sexual abuse and sexual harassment prevention, detection, and response policies and procedures, including reporting requirements.

Contractors and their employees shall comply with the DOC’s zero-tolerance policy regarding fraternization, sexual abuse, and sexual harassment, and shall fulfill all obligations to report incidents in accordance with PREA Standards §§ 115.11 and 115.21, as well as the Authority, Inspection, and Auditing Operating Procedure 038.3, as amended or superseded. Also reference the Sexual Harassment Training form (Attachment D).

3. Certificate of Liability Insurance (COI) - In addition to the insurance requirements set forth in Section XI, Paragraph Q, further clarification is provided below regarding the required COI information:

a. Automobile Liability [$1,000,000 combined single limit] - required unless the Contractor exclusively uses public transportation or private on-demand ride-hailing services (e.g., taxis, Uber) for travel to DOC locations, and provides written confirmation of this practice to the Purchasing Agency upon request.

b. Employer’s Liability [$100,000] - required if an employer has employees who are paid a wage or salary. Employer’s Liability is not required for persons in business together (e.g. husband and wife, siblings or parents and children) as these persons would be considered owners not employees.

c. Certificate Holder - shall have the DOC headquarters address:

Virginia Department of Corrections 6900 Atmore Drive Richmond VA 23225

Failure to have the required insurance coverage at any time throughout the contract period(s) may result in the termination of the contract(s) due to noncompliance.

4. DOC Requested Schedule Changes - The DOC reserves the right to request changes to the cleaning schedule(s) and/or the time schedule(s). Should a scheduling change become necessary, a Contract Modification will be sent to the Contractor for review, agreement, and signature in accordance with Section XI, Paragraph O.

5. Contractor Requested Schedule Changes - If the Contractor cannot perform services on a regularly scheduled day, the Contractor shall immediately notify the Contract Administrator (or designee) of the scheduling conflict and propose an alternate service date(s) to ensure all contractual obligations are met. Approval must be given by the Contract Administrator (or designee) prior to any schedule change(s).

6. Emergency Services - In the event of an emergency (e.g. burst pipes), the Contract Administrator (or designee) may request that the Contractor retain personnel past regular working hours to prepare the facility for the next business day. In the event this should happen, the Contractor shall invoice the Purchasing Agency the hourly rate submitted on the proposal submission, for Additional Janitorial Services not covered in the Scope of Work. Verbal service requests by the Contract Administrator (or designee) are permitted during active emergencies and must be followed by a formal Purchase Order (PO). The invoice(s) shall include the following information: the date additional service(s) was rendered, the number of personnel utilized, the exact number of hours worked by each employee, the name of the Contract Administrator (or designee) who requested the additional work, and the Purchase https://vadoc.virginia.gov/inmates-and-probationers/prison-rape-elimination-act/ https://www.prearesourcecenter.org/

Order (PO) number. The DOC may request additional documentation, log sheet, or clarification regarding an invoice(s) from the Contractor should there be a discrepancy identified by the DOC. In such cases, the Contractor shall promptly submit documentation and/or respond to the request by the DOC to allow for proper invoice processing. Reference Section III, Paragraph B.12.

7. Special Cleaning - When directed by the Contract Administrator (or designee), in writing, to clean an area for a special occasion or made necessary by a particular situation or mishap, the Contractor shall furnish all labor as required to fulfill the Purchasing Agency’s needs. In the event that Special Cleaning services are required, the Contractor shall invoice the Purchasing Agency at the hourly rate submitted on the proposal submission, for Additional Janitorial Services not covered in the Scope of Work. The invoice(s) shall include the following information: the date additional service(s) was rendered, the number of personnel utilized, the exact number of hours worked by each employee, the name of the Contract Administrator (or designee) who requested the additional work, and the Purchase Order (PO) number. The DOC may request additional documentation, log sheet, or clarification regarding an invoice(s) from the Contractor should there be a discrepancy identified by the DOC. In such cases, the Contractor shall promptly submit documentation and/or respond to the request by the DOC to allow for proper invoice processing. Reference Section III, Paragraph B.12.

8. State Holidays - Janitorial services will not be required on Commonwealth of Virginia State holidays, and any other days deemed a State holiday by the Governor. Refer to the Department of Human Resource Management calendar located at - dhrm.virginia.gov/payandholidaycalendar. When a holiday or holidays occur during the month on a day scheduled for services, the Contractor shall deduct a pro-rated amount from the monthly invoice, based on the cost per month, divided by the number of working days in that month, for each day the service is not provided (if the services were not rescheduled and provided on a different date). The DOC may request additional documentation, log sheet, or clarification regarding an invoice(s) from the Contractor should there be a discrepancy identified by the DOC. In such cases, the Contractor shall promptly submit documentation and/or respond to the request by the DOC to allow for proper invoice processing. Reference Section III, Paragraph B.12.

9. Inclement Weather - The Contractor shall make every reasonable effort to provide janitorial services when State employees are excused early because of snow or any other hazardous driving conditions. In the event janitorial services cannot be provided, the Contractor shall deduct a pro-rated amount from the monthly invoice, based on the cost per month, divided by the number of working days in that month, for each day the service is not provided (if the services were not rescheduled and provided on a different date). The DOC may request additional documentation, log sheet, or clarification regarding an invoice(s) from the Contractor should there be a discrepancy identified by the DOC. In such cases, the Contractor shall promptly submit documentation and/or respond to the request by the DOC to allow for proper invoice processing. Reference Section III, Paragraph B.12.

10. Furniture Moving and Additional Labor Costs - Contractor labor costs related to furniture moving shall be included at the hourly rate submitted on the proposal submission, for Additional Janitorial Services not covered in the Scope of Work. The invoice(s) shall include the following information:

the date additional service(s) was rendered, the number of personnel utilized, the exact number of hours worked by each employee, the name of the Contract Administrator (or designee) who requested the additional work, and the Purchase Order (PO) number. The DOC may request additional documentation, log sheet, or clarification regarding an invoice(s) from the Contractor should there be a discrepancy identified by the DOC. In such cases, the Contractor shall promptly submit documentation and/or respond to the request by the DOC to allow for proper invoice processing.

Reference Section III, Paragraph B.12.

http://www.dhrm.virginia.gov/payandholidaycalendar

11. After-Hours and Weekend Services - If time is needed for janitorial services during off-hours or weekends, the Contractor must receive prior approval by the Contract Administrator (or designee) before any unscheduled or after-hours work commences. Unauthorized Work done by the Contractor for unapproved after-hours or weekend labor will not be compensated or reimbursed by the DOC. The invoice(s) shall include the following information: the date Additional Janitorial Service(s) was rendered, the number of personnel utilized, the exact number of hours worked by each employee, the name of the Contract Administrator (or designee) who requested the additional work, and the Purchase Order (PO) number. The DOC may request additional documentation, log sheet, or clarification regarding an invoice(s) from the Contractor should there be a discrepancy identified by the DOC. In such cases, the Contractor shall promptly submit documentation and/or respond to the request by the DOC to allow for proper invoice processing. Reference Section III, Paragraph B.12.

12. Method of Payment -Payment shall be made within thirty (30) days after services are performed and upon receipt of a proper invoice. All pricing reflected on invoices shall be all-inclusive, including all applicable fees, charges, and surcharges. No additional charges shall be permitted beyond the pricing established in the Contract, as may be formally amended or modified. Any terms or conditions included on the Contractor’s invoice(s) shall have no force or effect and shall not be binding on the DOC or modify or amend the Contract in any way. The DOC may request additional documentation, log sheet, or clarification regarding an invoice(s) from the Contractor should there be a discrepancy identified by the DOC. In such cases, the Contractor shall promptly submit documentation and/or respond to the request by the DOC to allow for proper invoice processing.

Payment will be made by check unless the vendor has been approved to receive Electronic Data Interchange (EDI) payments. Vendor can view information on EDI form/enrollment process on the Virginia Department of Accounting (DOA) website (doa.virginia.gov/). The Small Purchase Charge Card (SPCC) program may also be used, subject to transaction limits and the Contractor’s prior consent confirming participation as a VISA vendor and acceptance of VISA credit card payments for goods and services under this Contract.

The Contractor shall submit invoice(s) each month or following when services were performed, to the assigned P&P District# 5 (Gloucester) Contract Administrator.

C. CLEANING SCHEDULES, INVOICING, AND REQUIREMENTS:

1. Weekly Janitorial Cleaning Services -

a. Weekly Cleaning Schedule- janitorial services that shall be performed two (2) days per week, on

Mondays and Thursdays, and scheduled between 8:15 a.m. to 5:00 p.m. Eastern Time.

b. Weekly Cleaning Requirements –

i. Surfaces - to be free from dust, cobwebs, stains, streaks, debris, or dirt after thorough cleaning, disinfecting, polishing (if applicable), vacuuming (if applicable), and properly drying. Microfiber cloths, dry cloths, and/or dusters should be cleaned and sanitized while maintaining a strict color-coding system to prevent cross-contamination (e.g., yellow for restrooms or purple for general surfaces) and properly dried before determining if they are still in good condition (not showing visible signs of wear) for re-use. Dust should be removed and not scattered around room(s) [feather dusting is not permitted]. A clean, dry duster must be used. For dusters that have disposable duster heads, the duster head(s) must be replaced when it is visibly dirty, covered in dust, and/or does not pick up dirt particles effectively. Soiled disposable duster heads should not be washed or re-used to prevent cross-contamination. Ensure that any dispensers are properly stocked / restocked after cleaning.